Taking Phone & Walk-In Appointments via Admin

1. Managing Reception & Phone Inquiries

While many clients book online 24/7, clients frequently telephone your clinic or salon to book appointments or walk in off the street. The Admin Service Booking Desk (BookServices.aspx) allows front-desk staff to look up real-time practitioner availability and schedule appointments in under 30 seconds.

2. Booking Flow Step-by-Step

1 Open Book > Book Services (BookServices.aspx).

2 Select Category & Treatment: Choose the requested service (e.g. Sports Massage 60 Mins).

3 Select Practitioner / Resource: Choose a specific therapist or select Any Available.

4 Pick Date & Available Slot: The system automatically highlights open time windows that fit the treatment duration and buffer without conflicting with existing bookings.

5 Client Information: Type the client's phone number or surname — existing client profiles populate instantly with their contact history and medical notes. For new clients, enter their name and mobile number.

6 Payment Collection:

• Cash at Reception / Till: Record full or partial cash payment.
• Card Terminal: Process on your physical countertop card machine and mark as paid.
• Pay on Arrival / Deposit Waived: Book without upfront payment for regular trusted clients.
• SMS / Email Payment Link: Send an instant payment link so the client can pay the deposit on their phone.

7 Click Confirm Appointment.

3. Rescheduling & Cancellations

When a client calls to reschedule:

• Search the booking in Booking Summary or open the appointment from the calendar.
• Select a new time slot — SmartBookings checks practitioner shifts and room availability instantly.
• The updated appointment details are automatically sent to the client via SMS and email.